Administrative Assistant – Full Time

Primary Function/General Purpose Of Position

The primary role of this position is to provide secretarial, clerical and administrative support services, such as drafting and preparing correspondence in final form, receiving visitors, scheduling meetings, maintaining files, and conducting special projects as assigned. This position coordinates meetings and materials for the Vice President of Medical Affairs and the Assistant to the CEO/Administrative Director, Support Services. In addition, this position will serve as the primary receptionist in Administration for Bon Secours Memorial Regional Medical Center. Provides support to the Executive Assistant to the CEO as needed. Duties require a thorough knowledge of areas of responsibility in order to gather data and prepare reports, answer correspondence, and conduct projects. Must be able to handle a fast-paced environment, prioritize, remain posed and provide excellent customer service at all times.

Ii. Employment Qualifications

Completion of a college degree is preferred. Work requires skills related to proofing and editing reports, correspondence, and the like for accuracy, sentence structure and readability as well as drafting correspondence and reports, performing semi-complex arithmetic calculations when preparing administrative reports, and developing and overseeing the maintenance of record keeping and filing systems at a level normally acquired through completion of one year of business school.

• Five or more years of progressively more responsible secretarial/administration work experience, preferably at an executive level. Proficiency in operation of a desktop PC, word processing software including, but not limited to Microsoft WORD, PowerPoint, e-mail, and facsimile.
• Previous work experience required in an administrative/secretarial capacity that require the handling of administrative details such as preparing reports by combining confidential data from several sources; communicating with a diverse group of internal and external callers and visitors; arranging meetings and conferences; assembling highly confidential and sensitive information; formatting and typing complex tables, forms and reports; and developing routine responses to a variety of correspondences.
• Must be able to handle a fast-paced environment in a confident, professional manner. Must be a self-motivator, possessing a high level of judgment skills and initiative, along with ability to prioritize and coordinate several tasks simultaneously, while retaining a confident, knowledgeable and helpful demeanor.
• Providing quality service and having the ability to listen compassionately to areas of concern to visitors and employees without appearing judgmental, effective problem solving and critical thinking techniques are essential aspects of this position.

Iii. Essential Job Functions

• Performs a wide variety of typing duties such as composing correspondence, preparing forms, tables, charts, records, statistical tables, schedules, and so forth which are often confidential in nature and may require taking and transcribing shorthand and/or dictaphone dictation. Types, copies, and distributes complex administrative reports, statements, rosters and so forth.
• Collects information and organizes requested information and data as well as prepares special reports/analyses for review by supervisors.
• Provides clerical and administrative support services such as preparing correspondence and leases, scheduling meetings, maintaining files, and conducting special projects as assigned by supervisors.
• Reviews correspondence, memoranda, and routine reports prepared by others for supervisor to ensure proper format, typographical accuracy, adherence to procedures, and all necessary background information is attached. Submits materials for supervisor’s review.
• Reviews and screens visitors and telephone calls, ascertains callers’ needs and tactfully refers caller to appropriate personnel. Responds to inquiries concerning general administrative activities and operations and refers complex and/or sensitive inquiries to appropriate person(s). Answers inquiries concerning activities and operation of subordinate departments by referring to and interpreting established policies and procedures. Effective communication must be the result of sound critical thinking and problem solving techniques and a knowledge of appropriate policies, procedures and protocols. At all times, the Administrative Assistant will seek counsel of the appropriate personnel relative to any complex situation.
• Regularly engages in a variety of contacts inside and outside the Hospital in order to obtain or relay information, arrange meetings, gather data, and so forth often dealing with executives, medical staff or important outsiders. In absence of, or as directed by supervisor, may be required to relay confidential or sensitive information.
• Receives, and reads incoming correspondence, reports, memoranda, and the like; screens items which can be routinely handled, prepares appropriate responses and forwards remaining materials to supervisor or others along with necessary background information.
• Serves as front desk for entire administrative suite to include greeting and directing visitors, distributing faxes, receiving packages from couriers, etc.
• Arranges meetings, conferences, schedules, interviews and appointments, completes travel arrangements and supervisors’ reimbursement forms, and maintains supervisors’ business calendars.
• Establishes, maintains and revises recordkeeping and filing systems and classifies, sorts and files correspondence, articles, records and other documents.
• Schedules, prepares all necessary materials, maintains mailing lists, and coordinates all logistical aspects of meetings, lectures, and agendas. Records and types minutes of the various meetings and distributes completed minutes to appropriate individuals.
• Maintains a highly organized work environment at all times.

Bon Secours is an equal opportunity employer.

We’ll Also Reward Your Hard Work With

• Comprehensive, affordable medical, dental and vision plans
• Prescription drug coverage
• Flexible spending accounts
• Life insurance w/AD&D
• An employer-matched 403(b) for those who qualify
• Paid time off
• Educational Assistance
• And much more

Scheduled Weekly Hours

40

Work Shift

Days

Department

Nursing Administration – Memorial

All applicants will receive consideration for employment without regard to race, color, national origin, religion, sex, sexual orientation, gender identity, age, genetic information, or protected veteran status, and will not be discriminated against on the basis of disability. If you’d like to view a copy of the affirmative action plan or policy statement for Mercy Health – Youngstown, Ohio or Bon Secours – Franklin, Virginia; Petersburg, Virginia; and Emporia, Virginia, which are Affirmative Action and Equal Opportunity Employers, please email [email protected]. If you are an individual with a disability and would like to request a reasonable accommodation as part of the employment selection process, please contact The Talent Acquisition Team at [email protected].